[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM013018.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 30, 2018

The Board of Commissioners met at 8:00 am on Tuesday, January 30, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports equipment maintenance is being done; cleaning and repairs are being done. Sand has been ordered. Salt supply is good. Ralph Lutjen discusses call with engineers Nick Sceggell and Paul Fluet, with Kelly and Nancy present to explore options to reduce costs for both the Little Loop and Thusis projects. An attempt to reduce impact to the driveway at #4 Little Loop is desired. Correction for the drainage at Thusis could be altered to replacing the culvert without installing the full pre-cast concrete headers and catch basins that are called for. Correction of the drainage issue by replacing the culvert under Eidelweiss Drive is the immediate need.
Jungfrau is discussed. A final plan for correcting the drainage in the area of #15 has not been determined. Kelly Robitaille outlines that placing a culvert across the road from the end of the paved driveway will move water, but will not correct the issues with the driveway. A driveway culvert at #15 would be the best solution for the road drainage.
Work list for spring includes the culvert near #68 Eidelweiss Drive, Thusis area culvert, Little Loop Road drainage and Jungfrau. Mike Smith makes a motion to send a reminder to the property owner of #11 Jungfrau to restore the driveway to submitted plan. Ralph Lutjen seconds the motion and the motion passed 2-0.

3. Water

Tank inspections were held for weather. Completing the inspection prior to the Annual Meeting is still the goal.

4. Administration

A safety meeting will be scheduled in February.
An Asset Management meeting is scheduled for Feb 13.
Mike Smith makes a motion to approve payroll in the amount of $6,606.81. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
The draft 2018 Warrant is reviewed. Warrant is posted on website under Annual Meeting Draft Documents, but will be moved to the front page. Mike Smith makes a motion to approve Articles 2 through 23. Ralph Lutjen seconds. Motion passed 2-0.
A list of all segments of the work at the Lodge and Muddy Beach in 2017 will be compiled.
No Commissioners recommendation will be added for Article 24; which is petitioned.

5. Accounts Payable

Mike Smith makes a motion to approve 12 checks for a total of $12,222.26. Ralph Lutjen seconds. Checks and invoice are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of January 9. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the minutes of January 16. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the minutes of January 23. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports
8. Signature Items

Mike Smith makes a motion to sign the auditors request for information from insurance carrier Primex. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve amended PO 236 in the amount of $1,900 for sand. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve PO 238 in the amount of $5,000 for sand. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve PO 239 in the amount of $5,000 for salt. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve PO 240 in the amount of $250 for gravel for Schwyz. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Health Trust web portal access approval for the office. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the synthetic organic chemical (SOC) testing results. All results are good.
NH Department of Environmental Services (DES) has sent notice that the District did not obtain funding for the Asset Management Grant. Ralph Lutjen makes a motion to remove the asset management article from the 2018 Warrant. Mike Smith seconds. Motion passed 2-0.
The fourth quarter water usage report has been completed, submitted to NH DES, and accepted.
Final payment for 2017 Coleman Tower Site has been received.
A thank you for the information sent by email to persons registered through the “Stay Connected” option on the website regarding the water outage of last week has been received.
Mark Graffam notified the office of a need to sand the mailbox area; he had spread sand in front of the Conway Daily Sun box for safety. The DPW were notified and treated the area. A thank you was sent to Mark Graffam for having sanded the walkway to the CDS box.
NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

Ralph Lutjen will update the draft of the 2017 VDOE Annual Report.
Ralph Lutjen discusses information for distribution prior to the Annual Meeting; draft of a communication regarding the proposed bond for the water system is reviewed.

12. Public Comments

At 8:34 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters, (e) legal matters, and (c) matters of reputation. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea and the motion passed 2-0.

Motions and votes of Non-Public Session:
Mike Smith makes a motion to seal the minutes of the employee matter discussion. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith makes a motion to seal the minutes of the legal matter discussion until the matter is resolved. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to seal the minutes of the discussion regarding reputation matters. Ralph Lutjen seconds. Motion passed 2-0.

At 10:35 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator